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🔵 Team Owner: People Operations team

1. Paid Time Off Planning & Approval

Remote has a flexible work environment and we expect all Remoters to lean into Care and Transparency to align on days off. This means:

  1. Creating early awareness with your manager.

  2. Obtaining Manager Approval (where PTO is 5 or more consecutive work days)

  3. Early communication and coordination with your team to help ensure that we continue to provide excellent service to our stakeholders and meet our ambitious business goals.

  4. If you are away for 5 or more consecutive days you are expected to create a handover note (Handover Template) for your Manager and Team. If your team or department already uses a handover template, please continue using that one.

  5. Provide full visibility of your time off to the whole organisation.

  6. All PTO should be logged in the Remote platform, regardless of length

    1. Log into your Remote profile [alternatively, use your Remote app]
    2. On the left sidebar, select “Time Off”
    3. In the top right corner select “Request time off” (you can also click on the date directly in the calendar)
    4. Select your Time Off Type based on the below details and then the dates of your time off. If you have questions about what type of time off you should select, please reach out to your People Partner Team.
    5. Review and once ready, click “Request time off”
    6. PTO does not include bereavement leave or time off in lieu (see below for more details) but should be recorded separately on the platform as "bereavement / time off in lieu

As a best practice we aim for each Remoter to take an average of 25-30 workdays off per year, recommended to be spread out throughout the entire year.

NOTE: Please follow this Ukraine specific procedure on PTO

Responsibility of Managers

As a manager and leader of your team, it is your responsibility to ensure appropriate coverage. This does not take away from team members responsibilities on proactively communicating their time off, but it does mean that it is your responsibility, as the manager, to ensure little to no disruption of work is experienced, even during busy time off periods. Proactively look forward and consider your team’s upcoming time off, where there may be overlap. When you receive a request consider what coverage will be available. And prompt your team to add in their time off requests early (this is a great reminder to do at the start of each quarter).

For public holidays that are celebrated by many of your team members, consider who the emergency contacts are for coverage and ensure there is a clear escalation process documented.

✅  PTO is ideal if everyone is able to take the time they need and we are all feeling supported and prepared in advance. ❌  PTO is not ideal if only some are able to take PTO and others face sudden increases in workload.

📅  PTO should be spread out during the year, as much as possible

On planning and over-communication

<aside> <img src="/icons/exclamation-mark_gray.svg" alt="/icons/exclamation-mark_gray.svg" width="40px" /> Everyone at Remote is expected to submit their time off in Remote. You must submit your time off by the 8th of the month (you get a monthly RemoteBot reminder on Slack about this). Time off data directly impacts your payroll, so you need to keep it up to date at all times. It’s also important for time off analytics that we use to support everyone having sufficient time off.

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Time off requests and approvals in Remote

2. Paid time off